5 Best Apps To Schedule Remote Meetings In 2022

Finding the time to meet your team, clients, or clients shouldn’t be a problem. Wouldn’t it be nice to have an assistant who can handle the tedious tasks for you? Someone who can connect with attendees, coordinate appointments, find a mutually convenient time to meet and book the call on your behalf?

It’s all possible with meeting scheduling apps – without the need for a human assistant. Whether you’re a consultant planning client calls or a manager booking time with your team, you’ll find the perfect scheduling tool for you in the list below. We’ve researched and tested meeting scheduling apps and picked the eight best apps for every type of team.

Let’s dive in!

What is the best meeting scheduling app?

The best meeting scheduling app depends on your needs. Here are the list :

  • CalendarHero – The best AI-powered meeting scheduler to automatically book meetings with internal and external attendees
  • Clockwise – the best AI-powered meeting scheduling software to improve internal team meetings
  • Cal – The best meeting scheduling software for businesses that want the most privacy and control
  • Calendly – the most popular meeting scheduler (ideal if you want the recipient to be already familiar with the tool)

8 Best Meeting Scheduling Apps for Every Kind of Team



Key Features of CalendarHero

  • AI Assistant: CalendarHero’s AI assistant finds the best time to meet and sends email invitations and meeting reminders for you. You can even choose what name to give your assistant!
  • Reservation page link: Share a link to your calendar with available times and let the recipient choose a time to meet.
  • Meeting Polls: Like Doodle, CalendarHero allows attendees to vote on available times so you can find the best time to meet.
  • VIP attendance status: If there is an important stakeholder who must be in a meeting, you can designate them as a VIP. This way, meeting time preferences will be weighted more heavily than other attendees, and the meeting will not be scheduled while they are unavailable.
  • Calendar Connections: Connect your calendars from Google Calendar, Microsoft Office 365, and iCloud.
  • Payment integration: Accept payments from meeting attendees via Stripe.

CalendarHero Pricing

CalendarHero has a free basic plan that lets you automate meeting scheduling up to five times per month and gives you one personal link to scheduling. For premium features, paid plans start at $8 per month. There is a 14-day free trial of the Pro plan (no credit card required).

CalendarHero Review

CalendarHero eliminates pickup and backlog and efficiently schedules group meetings with both internal and external parties. It allows you to create a poll for the meeting, but instead of having you manually choose the best time for the meeting based on those results, CalendarHero’s AI assistant automatically books the best available time and sends meeting invitation emails to all participants.

Simply add the email addresses of the attendees. You can even choose one person to be VIP, which means that the meeting will not take place without him. This is ideal if you have a stakeholder who must be at the meeting. Next, select the time frame within which the meeting should take place, and either copy the link to share with attendees or send it to them via CalendarHero. Once all attendees have voted, the AI ​​assistant will automatically reserve the time when most attendees are available to meet, giving more weight to any VIP you’ve selected. It will send a scheduled meeting confirmation email to all the people you originally invited, even if they didn’t specifically specify that time.

CalendarHero seems to be the best option if you meet internal and external parties frequently and want a hands-off approach to finding and booking the best time.



Most convenient features

  • Reservation Page Link: This is the feature that everyone at Cal Friendly loves. You can create an event type (such as a “training session”), select available times, and share that link with anyone so they can schedule a one-on-one meeting with you.
  • Meeting poll: Similar to Doodle, you can now vote on invitees to find a meeting time that works for everyone (or most people).
  • Calendar Connections: Connect your calendar to Cal Friendly so the app knows your availability for meetings. Friendly integrates with Google Calendar, Office 365, Exchange, Outlook Plug-In, and iCloud.
  • Payment Integration: Accept payments via PayPal or Stripe.

Calendly Pricing

Calendly Basic plan is free and allows only one active event type. For unlimited event types, metrics, reports, and automated workflows, upgrade to a paid plan. These start at $8 per seat per month. Cal Friendly offers a 14-day free trial.

Calendly review

With over 10 million users (including eBay, DropBox, and Twilio), Calendly is one of the most popular meeting scheduling apps.

When you sign up for Calendly, it will be connected to your calendar, be it Google Calendar, Outlook Desktop, Office 365, iCloud or Microsoft Exchange. This is so it can automatically check your calendar for your availability and add new scheduled events to it.

You will then be asked to set the available business hours and days (you can customize them later). There is a 14-day free trial of Calendly paid features. Then, it switches you over to the free basic subscription.

From there, you can set up different event types for people to book into your calendar. For example, if you are a consultant, you might have a free 15-minute exploratory call, another 30-minute training session, and another 60-minute deep dive session.

Calendly is known as the go-to tool for scheduling one-on-one meetings. But it does have a Teams plan with features that help you plan group meetings. Recently, it released a “Meeting Poll” feature that allows attendees to vote on their preferred meeting times – making Calendly a viable alternative to doodles.

Overall, Calendly is a great option if you want to quickly share a single link with any client or colleague so they can easily schedule a one-to-one link with you. And at the end of the day, it captures a significant portion of the meeting scheduler market share, making it a familiar tool for anyone you might coordinate a meeting with.



Cal . top features

  • Optional reservations: Request a manual confirmation of a reservation before adding it to your calendar.
  • HIPAA Compliant: For anyone who deals with PHI, the Cal website says it is HIPAA compliant.
  • Reservation page link: Share a link to your calendar with available times and let the recipient choose a time to meet.
  • Calendar Connections: Connect your calendars from Google Calendar, Microsoft Outlook, or CalDAV.
  • Payment Integration: Accept payments via PayPal or Stripe.

Cal Pricing

Cal offers a free plan that gives you one event type and a shareable booking link. For premium features, like unlimited event types and team pages, upgrade to one of their paid plans, which start at $12 per month per user. Cal offers a 14-day free trial (no credit card required).

Cal Review

For users who want more control over personalization and privacy, Cal calls itself “the convenient open source alternative.” You can white-flag this meeting scheduler (YourDomain.com), self-hosted it, and take full ownership of your data. And yes, Cal is HIPAA compliant.

You can even try to select your first name as the username, although premium usernames like “Amy” come with a fee of $29 per month.

When you sign up for Cal, you can import your data from Cal Friendly with an access token. You will then be able to link your calendar from Google Calendar, Office 365 / Outlook.com, CalDav Server, or Apple Calendar. Next, you’ll decide which days and times are available for meetings.

For me, the most exciting feature of Cal is Opt-in Bookings, where you have to confirm the booking before adding it to your calendar. This differentiates Cal from Claudie and most of the other meeting planners on this list. Why is this a great feature? There have been many times my clients have booked a place via my link, but I forgot to update my calendar, so I wasn’t actually available during that time. When that happens, I embarrassingly have to cancel and reschedule. With Cale, that wouldn’t happen because it would require confirmation from me before scheduling the meeting.

On top of that, Cal actually looks like a grayscale version of Cal Friendly, where you can create event types and then share one link with someone to book a meeting with you. And like Cal Friendly, Cal has a free plan that only allows one event type. Notably, unlike Cal Friendly, Cal does not have a meeting poll feature where you can let people vote on the best time to meet.



Top Features of SavvyCal

  • Calendar overlay: Recipients can overlay their calendar on top of yours to quickly find a mutually convenient time to meet.
  • Rated Availability: Not all open points are created equal. With SavvyCal, you can arrange your favorite meeting times.
  • Meeting limits: a maximum number of meetings that can be scheduled per day.
  • Custom Links: Instead of assigning a URL to each event type, you can customize your links to include, for example, the name of the customer for a more personalized experience.
  • Calendar Connections: Connect your calendars from Google Calendar, Microsoft Outlook, iCloud and Fastmail.
  • Payment Integration: Accept payments via Stripe.

SavvyCal Pricing

SavvyCal plans start at $12 per user per month and give you access to unlimited links, calendars, and events. There is no free plan, but SavvyCal allows you to activate a 7-day free trial after providing your credit card details.

SavvyCal Review

SavvyCal takes to the meeting scheduling scene with a big differentiator: a calendar overlay, which lets other people sync their calendar with yours to automatically find a mutually convenient time to meet.

You can sign up for SavvyCal with your Google or Microsoft account. Connect your conferencing apps, including Zoom, Google Meet, Microsoft Teams, SquadCast, and Whereby. SavvyCal lets you set different types of available times (business hours vs. personal hours, for example). In addition, frequency limits allow you to set a maximum number of meetings for a certain type of event per day, so you never feel overwhelmed.

Tip : For more productive and noise-free meetings, try Krisp noise canceling app. It works with any conferencing app of your choice and is easy to set up.



Top Doodle Features

  • Poll: The feature that started it all. Doodle polls are an effective way to find the best time to meet a group of people. Simply send them a link, and each group member can select all the times they have, allowing the organizer to find the time period most people can configure.
  • Booking Page Link: Doodle, like Cal Friendly, allows you to create a meeting type and then share the link to that specific event so attendees can book a convenient time.
  • Single Meeting: This allows you to create a custom event invitation, add a note, and select some available times for a specific person. This will come in handy if you’re meeting a potential client and want to add a more personalized touch and make sure you don’t book them away in the future.
  • Calendar Connections: Connect your calendars from Google Calendar, Office 365, Outlook and iCal or add a calendar via an ICS feed.

Doodle Pricing

The most popular feature of Doodle (Polls) is free. But Doodle Premium adds the ability to create booking pages, one-on-one meetings, and more. Premium plans start at $6.95 per user, per month (paid annually). There is a 14-day free trial of Doodle Premium.

Doodle Review

The beauty of doodles has always been its simplicity, but it has come a long way since the days when it was a simple tool for finding cross-availability for group meetings. Today, Doodle does much more than that, including letting you share your reservation link so someone can schedule a call with you. This puts him almost on par with Claudi. However, one major drawback is that you cannot cancel a meeting within Doodle. This can only be done from your own calendar and recipient calendars.

You can sign up for Doodle using your email address or your existing account with Google, Facebook or Microsoft.



The main features of the Clockwise

  • Calendar optimization: Connect your work and personal calendar, and Clockwise will create your perfect agenda, scheduling lunch time, focus time, and meetings for you. Clockwise AI finds the best time for you to meet your teammates (provided they also have Clockwise installed).
  • Focus Time: Clockwise improves focus time, which is the stretch of uninterrupted time without any meetings. If he sees an opportunity to give you more focus time by rescheduling a meeting, it will do so automatically, but will only do so for meetings you’ve marked as flexible.
  • Calendar Connections: Connect your calendars from Google Calendar.

Clockwise pricing

Clockwise offers a free plan that gives you 75 schedule aids per week. Upgrade to a paid plan for $5 per user per month (billed annually) to get unlimited schedule aids and advanced calendar controls. There is no trial for the paid plan.

Clockwise Review

The clock is there to improve your calendars for maximum productivity. When you sign up, Clockwise will ask you about the type of work you do, from accounting to IT recruitment, and your position, such as CEO or C-level manager. Next, name your team and invite your teammates. Then he learns more about your work day, such as when you start and stop work and when you have lunch.

The clockwise direction assumes that having longer periods without meetings (focus time) is better than dividing your day into meetings. So any time you see an opportunity to create longer periods of uninterrupted meeting times, it will reschedule a meeting for you. It will also give you the option to intentionally schedule focus time in your calendar.

You can also link your personal calendar to give Clockwise a greater view of your real availability, but don’t worry; You’ll keep these personal events private by labeling them “busy (via Clockwise).”
Clockwise works best with internal teams that meet each other a lot and where all members are installed on Clockwise. It won’t work well for someone who meets regularly with outside parties, such as a consultant who needs their clients to book an appointment to meet. That’s because there’s no way to send a link to your booking page to someone who doesn’t use Clockwise, so you’ll only be able to assume that a time that works for you works for them, too. Otherwise, you will still have the email exchanged between you and the third party to find a convenient time to meet, losing you for the purpose of scheduling the meeting.



The most important features of Motion

  • AI Scheduling: Motion lets you set priorities for meeting types, allowing its AI assistant to overwrite an existing meeting if the occasion is important enough.
  • Reservation page link: Share a link to your calendar with available times and let the recipient choose a time to meet.
  • Email Personalization: Instead of adding your booking link and asking someone to pick the time, your AI assistant will actually draft an email form for you, suggesting multiple times for the recipient to meet you.
  • Calendar connections: Connect your calendars from Google or Microsoft.

Motion Pricing

Motion offers a free five-day trial after entering your credit card details. After that, plans start at $34 per month (paid monthly).

Motion Review

Motion goes beyond meeting scheduling. I was amazed by its features as it also helps you manage tasks, improve your schedule and increase your productivity.

In terms of meeting bookings, Motion stands out because it allows you to create templates (or meeting types) and prioritize each meeting type. Why is this important? Let’s say you are a member of the sales team and you need to strike a deal with a high-value customer. This is a very high priority meeting. If you tell Motion that sales calls have a high priority, it will suggest meeting times to replace each event, including existing meetings. But if you tell Motion it’s a normal priority, it will be scheduled around every event, including missions. Medium priority will replace tasks, but not meetings.

So if you have an internal meeting with your team at 9 AM tomorrow, but winning that customer is most important, Motion will try to schedule your sales call for 9 AM tomorrow and reschedule the internal team meeting. The animation will also automatically generate text that you can copy and paste into an email message. This gives scheduling your meeting a more personalized touch because you’re suggesting times (or rather, the AI’s AI suggests them) rather than just sending a booking link and asking the recipient to choose from hundreds of time slots on your calendar for the next month.

Once you provide your credit card details and connect your Google or Microsoft account, Motion will ask you to link all the calendars you use. You can then create different types of meetings and add tasks to your calendar.



YouCanBook.me Top Features

  • Password protected booking pages: Prevent unwanted reservations by requiring a password to access your reservation pages.
  • Initial Reservations: You have the ability to accept or decline a reservation before it is added to your calendar.
  • Customize booking page style: Stand out by changing the color of your booking page, uploading a logo and image, and adding custom text to the footer.
  • Reservation page link: Share a link to your calendar with available times and let the recipient choose a time to meet.
  • Calendar Connections: Connect your calendars from Google Calendar, Microsoft Calendar, Fruux and CalDAV.

YouCanBook.me Pricing

YouCanBook.me has a free forever plan, but it doesn’t give you access to password protection or temporary reservations. For the premium plans, YouCanBook.me pricing depends on the number of calendars you use, starting at $10 per calendar per month (paid monthly). There is a 14-day free trial (no credit card required).

YouCanBook.me Review

I really liked the features of YouCanBook.me, especially the ability to password protect reservation pages and accept or decline reservations before adding them to your calendar. These two features make it stand out from most other meeting planners, especially friendly. The reason why password protection is useful is to prevent unwanted bookings from people. In theory, anyone with a link to your calendar can reserve a spot, whether it’s a legitimate client, client, or colleague. By protecting your calendar with a password, this will not happen.

What are you waiting for? Meeting scheduling apps are the time saver we all need

With these meeting scheduling apps, you will never again waste time trying to book a call. These tools transform technology into your own personal assistant, making scheduling a meeting quick and easy – no matter how busy you are. It’s just one of the many ways you can enhance your virtual meetings.


source : https://krisp.ai/blog/meeting-scheduler-apps/